How to use the Sales and Financial reports
Financial reports in Timely show your earnings based on invoices raised for your appointments, packages, and product sales. If your reports aren't showing any data, you'll need to make sure you are raising invoices for your appointments.
- Using the financial reports.
- Sales report.
- Service sales report.
- Product sales report.
- Transaction Summary report.
- Invoice detail report..
- Unpaid invoices report.
- Customer product sales report.
- Stock levels report.
Using the financial reports
For a large majority of the financial reports, you will be able to filter the report based on the Date range, Location and the Staff member.
An invoice will be included in a reporting period (Date range) based on the Invoice date.
When you raise an invoice, the Invoice date will automatically be set to the day the invoice is raised, not the date of the appointment. This will be something to take into account, especially if you accept deposits or take online payments for appointments.
You can adjust the Invoice date when you raise or Edit an invoice, to set this as a past or future date. Just click on the current date and choose the new date from the date picker:
Example: If an invoice has an Invoice date in October, but the appointment itself isn't until November, then by default, the invoice will be included in the October's reporting.
This report is a summary of the total sales value for your bookings, products and discounts within a selected timeframe.
You can view an overall summary of sales, which will include a summary of your total income, including tax collected, for that period:
Sales will then be broken down into Sales by staff member and Sales by location, as well as Booked service sales, Walk-in service sales, Product sales, Package sales and Discounts given.
The Sales report is based on the value of all invoices raised, which will also include any Unpaid invoices. So this is something to take into account when using this report.
Note: The numbers shown in the Sales report will be inclusive of any tax, but you will be able to see at the top of the report, a handy figure that shows you the total amount of tax collected during this period:
Service sales report
The Appointment sales report goes into more depth on your sales split out by service. You can see the total sales for each service sold during that period. as well as tax totals and category splits.
This report is great for identifying which of your services is performing the best, as well as being able to see a percentage split between your services (this includes both booked and walk-in services).
Services that were booked in the calendar will be shown under the Booked service sales section:
Walk-in or "Add on" services that have been sold directly to the customer on the invoice, without being added to the calendar, will be included in a separate Walk-in service sales section:
Product sales report
View a summary of the total sales value for products sold. This includes their current stock levels, tax totals and splits by product type.
Note: The Product Sales report currently does not report on discounts.
The Transaction summary will record the details of any payments received within a specific date range.
This will include a breakdown of the payment value for each payment type, as well as a list of every individual payment received. This is perfect if you need to balance your till OR terminal at the end of the day:
You might have noticed a different staff selector on this report, which is the Processed by field.
When a payment is applied, we will record the staff member who was logged in and applied the payment to the invoice. This means that the staff member who is assigned the original invoice/sale won't automatically be assigned that payment.
You can adjust the Processed by field to another staff member while applying the payment:
Did you know? You can create your own payment types, in addition to the default payment types provided. Check out our guide for more information: http://help.gettimely.com/article/278-how-to-create-your-own-payment-types
This report shows a detailed list of all the bookings, products, packages and vouchers that have been included in the Sales report for a specific period. This allows you to easily identify what invoices have been raised during this period and attributed to staff.
You can filter this report by location, staff member and by which items you'd like to include in the report e.g. Everything or just Classes, Appointments or Packages:
Unpaid invoices report
Gives a list of all of your unpaid invoices, with due dates and customer details. This report will show all of your unpaid invoices (debtors), but you can sort these based on any of the columns e.g. invoice date, due date.
You can click on the invoice number (left-hand column) to go directly to the invoice.
Customer product sales
This report shows what products your customers have been buying, the quantity they have bought of that product and the total value. The report also links to the invoice that the product was sold on:
The Stock levels reports shows a list of all your products including current stock levels. You can filter this report by Location.
You can see a summary of the products, by location, at the top of the report. You can then sort the report on any column, but ascending or descending order.
You'll be able to see the Cost price per item, as well as the Total cost value of sold products. This is great if you need to keep track of the cost price of consignment items.
Note: Sales and invoice figures are based on the Invoice date (the date that the invoice was raised), not the date the appointment/class took place. This is something to bear in mind if you take online payments for bookings. You can amend the Invoice date at any time, as required.